Lead Office Administrator

13 Feb 2021
27 Mar 2021
Clearance Level
DV, None / Undisclosed, SC
Job Type
Innovating today for a safer tomorrow!

We have an exciting opportunity for a self-motivated, highly organised individual to provide exceptional administrative support and coordination to the Senior Leadership Team, Strategic Business Unit (SBU) and other key line Managers, some of which are based in the US.

The role will also provide line management of the two Office Administrators to ensure all administration and reception duties are carried out effectively and efficiently.

Key Responsibilities

Support to SMaP Senior Leadership Team (SLT):
  • Carry out administration and filing support
  • Control diary events
  • Liaise with Ultra Head Office and SBU and co-ordinate meetings, conference calls, etc.
  • Liaise with SBU to collate and provide information as required from the OBU
Business Travel:
  • To cost effectively administer business travel & accommodation arrangements for company personnel
  • To administer provision of company vehicles, including liaison with lease Car Company, making sure requisite authorisation is in place, delivery of vehicle as ordered & giving assistance to drivers as needed. Provide annual company lease car budget
  • Administration of motor accident claims including liaison with insurance brokers, drivers and third parties as appropriate
Business Administration:
  • To manage the Administration (Reception) team, ensuring that the team is appropriately cross trained in order to provide cover as required
  • Provide reception cover during absences
  • Devising/maintaining office systems, including data management and filing
  • Producing documents, briefing presentations papers, reports, minutes
  • Organising meetings
  • Input to the administration budget
  • Liaise with managers to ensure reports are submitted punctually
  • As required, liaise with clients, suppliers, and other employees, and respond to their enquiries and challenges in a timely manner
  • Identification and implementation of standardised administrative process and procedures
  • Diary management and administration of the booking of meetings rooms including provision of catering supplies & ensuring room is ready for use
Business Reporting:
  • Produce reports for senior management and compile Monthly Business Performance Report
  • Assist SMaP Transformation Leads with arranging meetings and administration as required
  • Assist other Departments as and when required in peak periods with provision of admin support
  • Collate information as required for news and marketing purposes and collaborate with Ultra Head Office and SBU Communications Teams as required to share SMaP information
Any other duties as and when required.


The Rugeley office has free parking, and local transport links. In addition you will receive:
  • 25 days holiday + bank holidays
  • 4x your annual salary in life assurance
  • Flexible benefits package (car scheme, retail vouchers, gym discounts, employee share scheme, ability to buy or sell annual leave and more!)
  • Pension Scheme
  • Sports and Social club
Skills and Qualifications Required

  • Must have recent experience working in a similar role with Senior Administration/Office Manager experience
  • Confident in dealing with people at all levels of the company, to build strong relationships and challenge when necessary
  • Full driving license required
  • Able to provide flexibility in hours worked over 5 days a week, between 8am and 6pm
  • Excellent written skills
  • Clear and calm communication skills, good interpersonal skills
  • Personable, able to build good employee relationships at all levels
  • Strong attention to detail, thorough and accurate
  • Problem solving skills - solutions driven
  • A creative mind with an ability to suggest improvements
  • Positive approach, works well under pressure
  • Ability to lead a team and to resolve conflict
  • Must be able to work to tight deadlines
  • Excellent planning and organisational skills and ability to respond quickly to changing situations
  • Able to effectively manage and prioritise own activity
  • Ability to work on own initiative
  • GCSE in Maths and English to Grade C/5 minimum or equivalent
  • Business & Finance qualification - level 3 or equivalent preferred but not essential
  • Experience of working within a Global business, supporting Senior Managers within an engineering/manufacturing environment
  • Comfortable with technology, have the ability to learn new IS packages quickly
  • An appreciation of business financial reporting procedures advantageous
Security clearance

Applicants will be required to meet UK security clearance to SC level.

How to Apply

If you believe you have the skills and experience required to join our team then please click apply and upload your CV now.

Ultra Electronics are an equal opportunities employer.

Here at Ultra we are an equal opportunity employer and value diversity and inclusivity. Underpinned by our values, behaviours and policies, we want you to feel empowered to be the best version of yourself. We also believe that people from different backgrounds and cultures will increase our diversity of thinking, ensuring we continue to successfully deliver to our customers.

We therefore do not discriminate on the basis of; age, disability, gender reassignment, marriage or civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation. We also support requests for flexible working arrangements wherever possible.

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